In the lifecycle of a sale within SIX ERP, converting estimates into formal documents like Client Purchase Orders, Delivery Notes, and Invoices represents critical milestones. This manual explores the process and purpose of each conversion, providing a step-by-step guide to navigating these transitions effectively.
Automation in converting estimates to key documents, and vice versa, is the bridge between efficiency and flexibility, ensuring every step of the client's journey can be navigated with precision and adaptability.
Purpose: A Client Purchase Order (PO) is a formal agreement between your business and the client, signifying the client's intent to buy products or services under specified terms. It serves as a legally binding document that outlines the quantity, quality, and price of the goods or services to be provided. Generating a PO from an estimate formalizes the sales agreement, facilitating order fulfillment and inventory management.
Process:
Navigate to the specific estimate you wish to convert.
Select the option to convert the estimate into a Client Purchase Order.
Review the details transferred from the estimate to ensure accuracy and completeness.
Adjust any terms or specifications as needed, then confirm the creation of the PO. The system may automatically update inventory or order management systems based on this action.
Purpose: Delivery Notes document the details of goods being delivered to a customer. They typically include information on the quantity and description of the goods, minus the price. The Delivery Note acts as proof of delivery, confirming that the customer has received the items as per the sales agreement. This document is crucial for reconciling orders with inventory and ensuring that goods are delivered as agreed upon.
Process:
From the converted or original estimate, initiate the creation of a Delivery Note.
Ensure all items listed are correct and match the physical goods being dispatched.
Include any relevant delivery details, such as dates and logistics information.
Upon completion, a copy of the Delivery Note is typically sent to the customer along with the goods, and another is retained for business records.
Purpose: An Invoice is a request for payment issued by a business to its client after goods or services have been delivered. It specifies the amount due for the goods or services provided, based on the agreed terms in the estimate or PO. Invoices are critical for the accounts receivable process, enabling businesses to track sales and manage cash flow effectively.
Process:
Select the estimate that has been fulfilled (either partially or in full) to convert into an invoice.
Review the pre-populated information derived from the estimate to ensure it reflects the delivered goods or services accurately.
Make any necessary adjustments to the product quantities, prices, or terms based on the actual delivery or any prior agreements.
Finalize and issue the invoice to the client for payment, marking the estimate as invoiced in the system.
Accuracy: Ensure all details are accurate when converting documents, as inaccuracies can lead to disputes or delays.
Documentation: Maintain records of all conversions and related communications to support audits and customer service inquiries.
Follow-up: Monitor the status of each document post-conversion, especially invoices, to manage cash flow and customer relations effectively.
The ability to convert estimates into Client Purchase Orders, Delivery Notes, and Invoices within SIX ERP not only streamlines the sales process but also reinforces the accuracy and accountability of financial transactions. By understanding the purpose and process behind each document type, businesses can optimize their operations, enhance customer satisfaction, and ensure financial integrity throughout the sales cycle.